2. Under the Online Services category at the top of the page, click on the hyperlink to the right of the page entitled more>> (see link highlighted in blue on screen sample below)
3. Under the Online services category, choose Premium Services (see link highlighted in blue on screen sample below)
4. Under the Premium Services, choose Department of Health Professions (DHP). (see link highlighted in blue on screen sample below)
5. Scroll down to the Online Public Information Professional Database service and choose Access the Subscriber Service. (see link highlighted in blue on screen sample below)
6. A pop-up window appears – type in your user name and password (see screen sample below). (see link highlighted in blue on screen sample below) Make sure your CAPS LOCK key is not depressed. If your password fails after three attempts to login, it will be deactivated. You will need to call customer service to have it reset (804-786-3794).
DOWNLOAD OPTION SCREEN 1–
Important to note that you must choose a board or the system will automatically default to having you select “All Boards, All Occupations, All Locations, etc.
You are now at the download option screen. You will need to know the board that governs the occupation for the list you are downloading. The Department of Health Professions Boards and Occupations are categorized as follows:
Certified Substance Abuse Counselor
Licensed Marriage and Family Therapist
Licensed Professional Counselor
Rehabilitation Provider
Substance Abuse Counseling Assistant
Substance Abuse Treatment Practitioner
Dentistry
Cosmetic Procedure Certification
Dental Full Time Faculty
Dental Hygienist
Dental Hygienist Teacher
Dental Teacher
Dental Temporary Permit
Dentist
Dentist-Temporary Resident
Oral/Maxillofacial Surgeon Registration
Funeral Directors and Embalmers
Courtesy Card
Crematories
Embalmer
Funeral Director
Funeral Establishment
Funeral Service Intern
Funeral Service Provider
Surface Transport & Removal Services
Long-Term Care Administrators
Nursing Home Administrator
Nursing Home Preceptor
Medicine
Athletic Trainer
Chiropractor
Interns & Residents
Licensed Acupuncturist
Licensed Midwife
Limited Radiologic Technologist
Medicine & Surgery
Occupational Therapist
Osteopathy & Surgery
Physician Assistant
Podiatry
Radiologic Technologist
Respiratory Care Practitioner
University Limited License
Nursing
Advanced Certified Nurse Aide
Certified Nurse Aide
Authorization to Prescribe
Certified Massage Therapist
Clinical Nurse Specialist
Licensed Nurse Practitioner
Licensed Practical Nurse
Registered Nurse
Optometry
Optometrist-Non Therapeutic Pharmaceutical Agents
Optometrist-Therapeutic Pharmaceutical Agents Certified
Professional Designation
Pharmacy
Business Controlled Substances Registration
Humane Society
Limited Use Pharmacy Technician
Medical Equipment Supplier
Non-resident Pharmacy
Non-resident Wholesale Distributor
Non-restricted Manufacturer
Permitted Physician
Pharmacist
Pharmacy
Pharmacy Intern
Pharmacy Technician
Physician Selling Controlled Substances
Restricted Manufacturer
Warehouser
Wholesale Distributor
Physical Therapy
Physical Therapist
Physical Therapist Assistant
Psychology
Applied Psychologist
Clinical Psychologist
Continuing Education Provider
School Psychologist
School Psychologist-Limited
Sex Offender Treatment Provider
Social Work
Associate Social Worker
Licensed Clinical Social Worker
Licensed Social Worker
Registered Social Worker
Speech Pathology/Audiology
Audiologist
School Speech Pathologist
Speech Pathologist
Veterinary Medicine
Veterinarian
Veterinary Establishment - Full Service
Veterinary Establishment - Restricted
Veterinary Technician
EXAMPLE – You have chosen the Board of Medicine. You would choose the following and hit “Proceed”:
Step 2 – Choose your occupation and hit “Proceed”
Step 3 – Choose your specialty(s), location(s) and Status (Active/Inactive/All), Sorting Preference and hit “Proceed”.
The locations are categorized and include all zip codes beginning with these first three numbers:
If information is correct, choose “Start Downloading” - if you wish to modify, choose “Decline” to start over. If you choose “Start Downloading”, please wait until you receive the following pop up window:
From this window, choose “Save”Bottom of Form
DO NOT CHOOSE OPEN. Choose the SAVE option! Another pop-up window displaying the “save as” options will appear – choose the location/directory where you would like to save this file (and make a note of it so you can access it later). We recommend that you save this file to your desktop so that it will be easy to locate. Do not change the name of the file at this point.
You should see a pop up window with the file downloading status.
It may take a few minutes, depending on the amount of records (licensees) in your list. Clicking on the Start Downloading button again may result in multiple charges to your account. If your computer “times out” or freezes and you need to download the list again, click on the Start Downloading button again. Call customer service (804-786-3794) to verify if you have multiple charges and need a credit against the additional download. Once the file has downloaded onto your computer, it is now ready to use.
IMPORTING THE FILE INTO EXCEL
1. Open the Excel program with a blank Microsoft Excel spreadsheet. Click on File and Open and under Files of type change to All Files.
Locate the file - the name of the report will always begin with “Licensee” followed by a series of numbers. Once you find the file, please choose Open.
2. You should now have a Text Import Wizard pop-up screen. Check the Delimited option under Original Data Type, then click on “Next”
3.
4. Remove the checkmark for the Tab and check Other. In the blank square you will need to indicate what character is the delimiter. For this file the pipe is the delimiter. The pipe character appears on most keyboards as two small vertical lines and is the uppercase character (with the backslash key) found directly above the enter key. To enter, hold down the “shift” key and press this pipe key. You will then see a vertical line appear in this blank square. The information displayed in the data preview window should be aligned in columns separated by a line (see sample below). If this is the case, press Next.
5. Next screen – Under “Column Data Format”, switch the option from General to Text. From here, press “finish”
6. You have now completed the import process and can begin working with the file. You may need to spread out the column width of each field so you can easily read the data. The information displayed in the fields are as follows:
Column A – License Number
Column B – Occupation Name
Column C – Full Name
Column D – Address Line 1
Column E – Address Line 2
Column F – City
Column G – State
Column H – Zip Code
Column I – Initial License Date
Column J – License Expiration Date
Column K – Yes or no as to whether the individual is subject to a legal proceeding/action.
Column L – List of specialties separated by comma.
7. We recommend that you change the file type from a text/tab delimited file type to an Excel Workbook. To do so, choose Save As and change the file type to Microsoft Office Excel Workbook and change the file to a name of your choice
You are now free to use the file to complete your mailing.